We are seeking an experienced and results-driven individual to provide comprehensive administrative, coordination, governance, and executive support services to the Principal Nursing Officer, Finance Director, and Medical Director. The role requires a highly organised and professional individual capable of managing high-level administrative functions, supporting strategic initiatives, coordinating meetings, maintaining statutory records, and ensuring efficient communication across departments.
Job Summary
- Type: full-time
- Location: Harare
- Category: Administration
- Closing Date: 2026-06-25
Key Responsibilities
- Facilitate the renewal and maintenance of clinic registration and licensing documents with relevant regulatory authorities.
- Coordinate and maintain valid practicing certificates for nurses and doctors.
- Process, monitor and maintain doctors’ privileges of access documentation.
- Communicate with doctors, mentors, and internal departments regarding privileges of access and compliance requirements.
- Maintain accurate` and up to date personnel records for medical practitioners personal files and records for medical practitioners.
- Capture daily hospital statistics and generate monthly performance reports.
- Prepare monthly revenue report by doctor and patient occupancy reports by ward.
- Support patient records management in line with confidentiality and regulatory requirements
- Manage executive calendars for the Principal Nursing Officer, Finance Director and Medical Director.
- Prepare reports, correspondence, presentations, and meeting minutes.
- Coordinate travel arrangements and provide relief support to the Managing Director’s Personal Assistant when required
- Raise internal requisitions and facilitate administrative requests.
- Maintain and update the risk register.
- Coordinate clinical audit committee meetings, including the preparation of mortality(death) register
- Facilitate company registrations and statutory filings with relevant authorities
- Maintain and update share registers and statutory documentation
- File and update company documents with relevant authorities.
- Coordinate the signing, filing and safekeeping of corporate legal documents.
- Proofread and support the preparation of financial reports, strategic plans, and related documentation.
- Maintain minute books and attendance registers in line with governance requirements.
- Organise and coordinate meeting venues, logistics, and documentation and stakeholder communication
- Ensure meeting minutes are circulated within seven days of meetings.
- Coordinate Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), and shareholder meetings.
- Track and follow up on action items from meeting to ensure implementation
Requirements
- 3 Advanced Level passes.
- Degree in Business Administration an added advantage.
- Minimum of 3 years’ relevant administrative experience.
- At least 2 years’ experience supporting senior management executives.
- Excellent written and verbal communication skills.
- Strong interpersonal and stakeholder engagement skills.
- Attention to details and accuracy.
How to Apply
If you meet the stipulated requirements submit your application together with proof of qualifications and experience as one (1) merged PDF to the email below. Applications to arrive no later than 25 June 2026 and should be directed to [email protected].
About the Company
The Avenues Clinic stands as a premier private healthcare provider situated in Harare, Zimbabwe. This institution is distinguished as a Grade A, multidisciplinary hospital, committed to delivering exceptional patient care. It extends a wide spectrum of specialist medical and surgical services, catering to diverse healthcare needs. Operated under Medical Investments Limited (MIL), The Avenues Clinic plays a vital role in advancing private healthcare standards across Zimbabwe.
Zimbabwe's Grade A multidisciplinary hospital offering specialist medical care.
Website: https://avenuesclinic.co.zw/
Frequently Asked Questions
What qualifications and experience are typically required for an Administration Secretary role in Zimbabwe, especially in a clinic setting?
Most employers in Zimbabwe, including clinics, will look for a Diploma in Secretarial Studies or Business Administration. Prior experience in an office environment, particularly within the healthcare sector, is highly advantageous. Proficiency in Microsoft Office Suite and excellent communication skills are also essential.
What are the common day-to-day responsibilities of an Administration Secretary at a clinic in Zimbabwe?
Daily tasks typically involve managing correspondence, scheduling appointments, maintaining patient records, and handling general office administration. You would also be responsible for preparing reports, coordinating meetings, and ensuring smooth communication within the clinic. Efficient management of office supplies and equipment maintenance often falls under this role too.
What is the typical work culture and what are the expectations for an Administration Secretary in a Zimbabwean clinic environment?
The work culture in Zimbabwean clinics often emphasizes professionalism, respect for hierarchy, and a strong sense of teamwork. Punctuality, reliability, and a proactive approach to tasks are highly valued, alongside discretion given the sensitive nature of patient information. A willingness to adapt and assist where needed is also a common expectation.
What are the realistic career progression opportunities for an Administration Secretary in the Zimbabwean healthcare sector?
An Administration Secretary can often progress to roles like Senior Administrator, Office Manager, or even specialize in departmental administration within a larger clinic or hospital. Further education in areas like human resources or project management can also open doors to more specialized administrative management positions. Networking and demonstrating strong performance are key for advancement.
What typical benefits can one expect as an Administration Secretary in a Zimbabwean clinic?
Common benefits in Zimbabwe generally include a basic salary, contributions to medical aid, and a pension fund. Depending on the employer and contract, you might also receive annual leave, sick leave, and potentially a transport or housing allowance. Always clarify the full benefits package during the interview process.